Governor of Oregon : Public Records Requests : State of Oregon (original) (raw)

NOTE: This form should be used ONLY to request records held by the Office of the Governor. If the records you seek are held by a different state agency, please make a public records request directly to that agency.

A list of state agencies with links for requesting records: https://www.oregon.gov/transparency/Pages/Public-Records-Request.aspx

Policy

The Office of the Governor complies with the Oregon Public Records Law and responds to public record requests as soon as practicable and without unreasonable delay, in the manner described below. ORS 192.324(7) requires every public body to make available to the public a written procedure for making public record requests.

Procedures

1. Public records request procedure.

The Governor's General Counsel is responsible for coordinating public records requests made to the Office of the Governor. The General Counsel's office will work with the Governor's staff as appropriate in fulfilling the public records requests. All formal public records requests should be submitted using the online request form above.

2. Initial response to public records requests.

After receiving a request for a public record or document, General Counsel will respond to public records requests as soon as practicable and without unreasonable delay. We will respond with one or more of the following:

3. Clarification of public records requests.

If the Office of the Governor receives an unusual request or the scope of the request is unclear, General Counsel may request additional clarification before responding to the request.

4. Publication of public records requests.

5. Non-responsive requesters

6. Office of the Public Records Advocate

The Office of the Public Records Advocate was created in 2017 by SB 106, introduced by the Governor. Under ORS 192, the Advocate is responsible for:

You may find information about the Office of the Public Records Advocate online here. You may contact the Public Records Advocate at PublicRecordsAdvocate.PRC@oregon.gov or by phone: 503-378-5228.

Cost

The Oregon Public Records Law allows agencies to recover their actual costs in fulfilling a public records request. If the estimated fee is greater than $25, the General Counsel's office will provide the requester with written notice of the estimated amount of the fee. In such instances, the public records request coordinator will not fulfill the request until the requester confirms in writing that the requester wants to proceed with the request despite the estimated cost. If the requester fails to pay the fee within 60 days of the date on which the office informed the requester of the fee, or fails to pay the fee within 60 days of the date on which the office informed the requester of the denial of a fee waiver, the office will close the request and its status will be changed to "Non-Responsive Requester," as required by ORS 192.329(3)(b).

Standard Fee Schedule per DAS Policy 107-001-030

Standard Labor Charges

The Office of the Governor waives a minimum of 30 minutes of staff time for all public records requests.

All time for public records requests will be recorded in six-minute increments. The Governor's Office will base labor charges on the type of work actually performed, not on the classification of the employee who does the work. Example: If a manager does routine clerical work in answering a request for a public record, such as photocopying, the charge will be $25 per hour.

The Governor's Office will generate an invoice for completing the public records request. The Governor's Office will bill direct costs to the requester (e.g. the cost of legal review by the Department of Justice). The requester must pay the fee before the Office sends the requested records or makes them available for viewing.

Fee waivers for public records requests

Requests for fee waivers or reduced fees must be made in writing to the Office of General Counsel, 254 State Capitol, 900 Court St. NE, Salem OR 97301. The General Counsel's office may furnish copies without charge or at a substantially reduced fee if it is determined that the waiver or reduction of fees is in the public interest because making the record available primarily benefits the general public. The General Counsel's office will determine the appropriateness of fee waivers or adjustments based on the guidance of the relevant law including ORS 192.440(5), the Attorney General's Public Records and Meetings Manual, and DAS Policy 107-001-030.

Reduced Fee Schedule

This schedule applies when the General Counsel's office waives part of the fee because it determines that fulfilling the request would serve the public interest by primarily benefiting the general public; per DAS Policy 107-001-030.

Reduced Labor Charges